Event planning can be overwhelming when you are charged with planning your first large charity event. If you find yourself in this position and are searching for some guidance about where to begin, then these tips are for you:
Tip: Create a Mock Budget
Before you can plan any aspect of your fundraising event, first you need a clear understanding of your budget and the main items you need to spend it on.
Rather than going into detail at the start, make a list of everything you think you might need and start ranking things in order. For example, you need a venue, the venue needs rented lighting and audio-visual equipment, your guests need food and drinks, you need entertainment, etc.
Once you have a ranked list, then you can start getting quotes from contractors and vendors to fill in prices.
Tip: Think About Ambiance and What You Want Rented Lighting Equipment to Accomplish
The lighting equipment used for your event helps set the ambiance. For example, if you want a concert-like effect, then using lighting that looks similar to that which you see at a concert will give attendees a concert vibe.
Alternatively, if you are going for a very elegant ambiance, then ornate or very sparse lighting equipment is much more appropriate.
It's important to note that many event planners fail to properly consider what they need their event's lighting to do. For example, does the lighting need to be bright enough so your company can film the event to use in future advertising or fundraising efforts? If so, then the lighting needs to be a lot brighter, and a specific spectrum of light should be used. You can work with entertainment lighting rental services to find the right fit for your needs.
Tip: Do a Walk-Thru a Few Hours Before the Event Starts to Check the Venue and Advise Your Staff
To lower the stress level of everyone involved in setting up your charity event, make sure you do one last walk-thru of the venue a few hours before the event is scheduled to start. Once your walk-thru is completed, then you will be able to relax and get ready knowing everything has been taken care of. Additionally, the people setting up the venue will know their areas are ready to go and they can leave to go get ready themselves for the big night. Finally, if any changes or repairs need to be made, giving people a few hours to do so is very helpful.